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Request for quotation for online meeting organization for IATI Member's Assembly

UNOPS
Request for quotation for online meeting organization for IATI Member's Assembly Request for quotation

Reference: RFQ/2020/16387
Beneficiary country(ies): Multiple destinations (see 'Countries' tab below)
Registration level: Basic
Published on: 14-Oct-2020
Deadline on: 28-Oct-2020 22:59 0.00

Description
**Please see "Section II: Schedule of Requirements" for full details and information"
 
Justification
The worldwide COVID-19 pandemic has complicated the feasibility of hosting international meetings and gatherings given ongoing safety considerations and travel restrictions. As such, the IATI Governing Board has decided to move IATI events online for the remainder of the year. Including the Members’ Assembly 2020, which is to be held on 1-2 December 2020, side event (30 November 2020).
Therefore IATI is looking to engage a supplier specialized in meeting arrangement online (online meeting platforms), that can support the secretariat through the two day main meeting, including the setting up an online meeting platform for the members in their 4 caucus meetings leading up to the Member’s Assembly.
 
Immediate Objective
The 2020 Member’s Assembly will have two key objectives:
● To provide a space for Members to discuss and agree governance-related matters.
● To provide space for different Caucuses/constituencies  to meet amongst themselves.
To meet these aims, IATI expects that the chosen supplier will be able to deliver a high quality international online Member’s Assembly meeting for 150-200 people, and advise and supply the best bi-lingual (French and English) online platform for the meeting, as well as facilitate simultaneous interpretation to the meeting. In addition to the main meeting days (December 1-2, 2020) and side event (30 November 2020), the supplier is required to supply an online meeting platform with interpretation to four (4) caucus meetings taking place in the week leading up to the Members’ Assembly.
Quotations must be submitted by using the Returnable Bidding Forms contained in Section III. The overall objective of this solicitation is to establish a Contract for small services to facilitate and expedite the process by which IATI  Project will contract the supply of including the setting up an online meeting platform for the members in their 4 caucus meetings leading up to the Member’s Assembly, that fulfils all of the below listed minimum technical requirements.
  
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IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides

Documents
Contacts
Sustainability
Links
Countries
UNSPSC
Revisions
This tender has been posted through the UNOPS eSourcing system. / Cet avis a été publié au moyen du système eSourcing de l'UNOPS. / Esta licitación ha sido publicada usando el sistema eSourcing de UNOPS. Vendor Guide / Guide pour Fournisseurs / Guíra para Proveedores: https://esourcing.unops.org/#/Help/Guides
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This tender integrates considerations for one or a few sustainability indicators but does not meet the requirements to be considered as sustainable
Gender issues Social

The tender contains sustainability considerations addressing gender equality and women's empowerment.

Examples:

Gender mainstreaming, targeted employment of women, promotion of women-owned businesses

Countries/territories
Afghanistan
Albania
Algeria
American Samoa
Andorra
Angola
Anguilla
Antigua and Barbuda
Argentina
Armenia
Aruba
Australia
Austria
Azerbaijan
Bahamas
Bahrain
Bangladesh
Barbados
Belarus
Belgium
Belize
Benin
Bermuda
Bhutan
Bolivia
Bosnia and Herzegovina
Botswana
Brazil
British Indian Ocean Territory
Brunei Darussalam
Bulgaria
Burkina Faso
Burundi
Cambodia
Cameroon
Canada
Cape Verde
Cayman Islands
Central African Republic
Chad
Chile
China
Christmas Island
Colombia
Comoros
Congo
Cook Islands
Costa Rica
Côte d'Ivoire
Croatia
Cuba
Cyprus
Czech Republic
Congo, The Democratic Republic of the
Denmark
Djibouti
Dominica
Dominican Republic
Timor-Leste
Ecuador
Egypt
El Salvador
Equatorial Guinea
Eritrea
Estonia
Ethiopia
Falkland Islands (Malvinas) - A dispute exists between the Governments of Argentina and the United Kingdom of Great Britain and Northern Ireland concerning sovereignty over the Falkland Islands (Malvinas)
Faroe Islands
Fiji
Finland
France
French Guiana
French Polynesia
Gabon
Gambia
Georgia
Germany
Ghana
Gibraltar
Greece
Greenland
Grenada
Guadeloupe
Guam
Guatemala
Guinea
Guinea-Bissau
Guyana
Haiti
Honduras
Hong Kong, Special Administrative Region of China
Hungary
Iceland
India
Indonesia
Iran, Islamic Republic of
Iraq
Ireland
Israel
Italy
Jamaica
Japan
Jordan
Kazakhstan
Kenya
Kiribati
Korea, Democratic People's Republic of
Korea, Republic of
Kuwait
Kyrgyzstan
Lao People's Democratic Republic
Latvia
Lebanon
Lesotho
Liberia
Libyan Arab Jamahiriya
Liechtenstein
Lithuania
Luxembourg
Macao, Special Administrative Region of China
Macedonia, the former Yugoslav Republic
Madagascar
Malawi
Malaysia
Maldives
Mali
Malta
Marshall Islands
Martinique
Mauritania
Mauritius
Mayotte
Mexico
Micronesia, Federated States of
Moldova, Republic of
Monaco
Mongolia
Montserrat
Morocco
Mozambique
Myanmar
Namibia
Nauru
Nepal
Netherlands
Netherlands Antilles
New Caledonia
New Zealand
Nicaragua
Niger
Nigeria
Niue
Norway
Oman
Pakistan
Palau
Panama
Papua New Guinea
Paraguay
Peru
Philippines
Pitcairn
Poland
Portugal
Puerto Rico
Qatar
Reunion
Romania
Russian Federation
Rwanda
Saint Helena
Saint Kitts and Nevis
Saint Lucia
Saint Pierre and Miquelon
Saint Vincent and the Grenadines
Samoa
San Marino
Sao Tome and Principe
Saudi Arabia
Senegal
Seychelles
Sierra Leone
Singapore
Slovakia
Slovenia
Solomon Islands
Somalia
South Africa
Spain
Sri Lanka
Sudan
Suriname
Svalbard and Jan Mayen
Eswatini
Sweden
Switzerland
Syrian Arab Republic
Taiwan, Province of China
Tajikistan
Thailand
Togo
Tokelau
Tonga
Trinidad and Tobago
Tunisia
Turkey
Turkmenistan
Turks and Caicos Islands
Tuvalu
Uganda
Ukraine
United Arab Emirates
United Kingdom
Tanzania, United Republic of
United States of America
Uruguay
Uzbekistan
Vanuatu
Venezuela
Viet Nam
Virgin Islands, British
Virgin Islands, U. S.
Wallis and Futuna Islands
Western Sahara
Yemen
Zambia
Zimbabwe
Antarctica
Palestine, State of
Serbia, Republic of
Montenegro
Kosovo
South Sudan
J  -  Services
80000000  -  Management and Business Professionals and Administrative Services
80160000  -  Business administration services
80161500  -  Management support services
80161502  -  Meeting planning services
New clarification added: Dear Mr. Rawan Tell,Please find the answers to your request for clarification below in italic: SpecificationsQuestions1. Platform allows invitees as “observers/audience” :do you mean the participants will appear as numbers, or they will appear through switching their cameras, -               There are members, who have a voting tool, and then there should be observers, who do not have a vote2. Platform allows breakout groups/rooms for alternatives: Kindly clarify.-               There should be a possibility for a breakout room if needed.3. Platforms do not have participants access restrictions due to security measures? Kindly clarify what security measures you mean-               It is important that the platform is considered safe for use, also by the participants joining from public institutions and organizations with a heightened security protocol.4. Platforms ensure high security standards for users? Kindly clarify-               We would like to have a save channel that can protect the transfer of data.5. Platform allows to share links to external documents? Kindly clarify what type of documents?  Where are the links of the documents going to be published?-               For example links to the Agenda, the papers etc.6. Platform allows min. 6 participants in the head table? What do you mean by headtable?  Where is it going to be located? Is it a part of the meeting room?-               This meeting takes place online. Each speaker will be located in a different location and when referring to a "head table" we mean a virtual one, where up to 6 people can discuss in a panel talk mannerThank you and kind regards

Changed/edited on: 26-Oct-2020 16:03
Changed/edited by: webservice@unops.org
New clarification added: Dear Mr. Rawan Tell,Please find the answers to your request for clarification below in italic: SpecificationsQuestions1. Platform allows invitees as “observers/audience” :do you mean the participants will appear as numbers, or they will appear through switching their cameras, -               There are members, who have a voting tool, and then there should be observers, who do not have a vote2. Platform allows breakout groups/rooms for alternatives: Kindly clarify.-               There should be a possibility for a breakout room if needed.3. Platforms do not have participants access restrictions due to security measures? Kindly clarify what security measures you mean-               It is important that the platform is considered safe for use, also by the participants joining from public institutions and organizations with a heightened security protocol.4. Platforms ensure high security standards for users? Kindly clarify-               We would like to have a save channel that can protect the transfer of data.5. Platform allows to share links to external documents? Kindly clarify what type of documents?  Where are the links of the documents going to be published?-               For example links to the Agenda, the papers etc.6. Platform allows min. 6 participants in the head table? What do you mean by headtable?  Where is it going to be located? Is it a part of the meeting room?-               This meeting takes place online. Each speaker will be located in a different location and when referring to a "head table" we mean a virtual one, where up to 6 people can discuss in a panel talk mannerThank you and kind regards

Changed/edited on: 26-Oct-2020 14:47
Changed/edited by: webservice@unops.org
New clarification added: Dear Mr. Rawan Tell,Please find answers to your request for clarification in italic:1. Design services for event logo and design for event materialsKindly advice what materials is required to be designed and branded- -  Branded digital backdrop for the calls.2. Headset for speakers with USB stick to allow for good quality audio for recording and simultaneous interpretation. (see 1a). Purchased and sent to main speakers where necessary.What are the locations of the speakers?-       We have estimated a need for 6 headphones. The locations can vary from European destinations to Africa and Asia. 3. A provision of video recordings: How long it will be published on the platform? - We would envision one year from meeting. And a recording file sent to us.4 A provision of audio recordings: Do you mean recording for the translation or the live broadcasting of the meetings?  If recording for the audio of the meetings, it will be recorded with the speaker language, and not the interpretation- We need the recording of the English language only.5 Meeting Audio Recording (Floor and translations): What is the different between this recording and the “the provision of audio recording”?- No need for this.6 A report including registration analysis, including north-south and gender divisions of registrants midway through the registration period and one week before closing the registration.What does “North South” means?- North-South refers here to the goal of having a diverse participation from countries in the Global North and the so-called Global South. The term is widely used in the field of development studies to describe donor vs. beneficiary countries for development aid.7 A final report, including a meeting evaluation report delivered within one week of closing the meeting.-      -  Kindly clarify is there going to be a survey to be answered by the participants or is it going to be an evaluation questions? Is it going to be through the voting system? Or a page on the platform?-       What is the content of the evaluation?- Yes there should be a survey.- We would like you to propose a questionnaire for feedback and approval. The Organizer will also want to measure content, not only technical satisfaction from the participants.​Thank you and kind regards 

Changed/edited on: 26-Oct-2020 14:26
Changed/edited by: webservice@unops.org
New clarification added: Dear Mr. Rawan Tell,Please find the answers to your request for clarification below in italic: 1. Provision of bilingual online platform including an "online main meeting room" for plenary sessions, capable of accommodating:-Do you mean the information and the command buttons in the platform have to be in English, French? Are the dates of meetings confirmed or is there a chance to change?- Yes, we are looking for a bilingual platform with command buttons in English and French. - The MA dates and the pre-events are confirmed and the Caucus meetings are to be confirmed one week prior to the 'Side event' on 30 November 202. Provision of (3) online meeting rooms at different times, where all rooms should be capable of accommodating up to 100 people.- What is the objective of these meeting rooms?- These are for breakout sessions and caucus meetings- What is the date?- Caucus meetings will be held at different times during the week leading up to the MA meetings (30. November 1.-2. December)- Are all the 100 participants going to switch on their cameras at the same time? Or is it an optional- This would be preferred.- Are the participants going to be divided into smaller groups?- Only as indicated above.- Is every room going to accommodate 100 participants?- We would like each room to have the capacity to accommodate to up to 100 people.3. Provision of an online registration platform, branded-      - Is the online registration forms going to be in both French and English?- This would be ideal.-  When is the registration open to the public to start registering, and when will it be closed?- Latest 2. November - on going for up to 3 weeks4. Meeting programming and setting up online: Kindly clarify what do you mean- Setting up the necessary online infrastructure (meeting rooms, interpretation, technical facilitation in line with the agenda)5. USB connected- headphones, including microphones sent to speakers where needed to assure superior sound quality for simultaneous online translation: Where is the location of the speakers?  How many speakers are there?- We have estimated a need for 6 headphones. The locations can vary from European destinations to Africa and Asia.6. provision of voting system online- are we going to use this system for evaluation the meetings?- is it going to be used after each session, or daily, or once at the end of the meeting?- We would like to have this tool available throughout the meeting. 7. Design services for event logo and design for event materialsKindly advice what materials is required to be designed and branded-  Branded digital backdrop for the calls.Thank you and kind regards

Changed/edited on: 26-Oct-2020 14:14
Changed/edited by: webservice@unops.org
New clarification added: Dear Sir or Madam,in the beginning of the RFQ_Section III it is required to name country/city. "Subject: Quotation for the supply of Simultaneous Translation Virtual Teleconferencing Platform in [Name of country/city], RFQ Case No. RFQ/2020/16387/dated [insert date]"Which country/city should be named here? Bidder's headquarter or UNOPS office?Looking forward to your answer.Sincerely yours,Alina ParshukovaRoyal Experience | Global Virtual Solutionsalina@globalvirtualsolutions.org Dear Sir or Madam,in the beginning of the RFQ_Section III it is required to name country/city. "Subject: Quotation for the supply of Simultaneous Translation Virtual Teleconferencing Platform in [Name of country/city], RFQ Case No. RFQ/2020/16387/dated [insert date]"Which country/city should be named here? Bidder's headquarter or UNOPS office?Looking forward to your answer.Sincerely yours,Alina ParshukovaRoyal Experience | Global Virtual Solutionsalina@globalvirtualsolutions.orgDear Alina,Please be informed that the form has not been updated so you may indicate: Denmark/Worldwide.Thank you and kind regards

Changed/edited on: 26-Oct-2020 14:08
Changed/edited by: webservice@unops.org